Call center software (CCS) is a set of programs that help companies manage customer communication over instant messaging, social media, live chat, SMS text, telephone, and email. These programs provide a range of technologies, applications, and tools to handle inbound and outbound customer interactions, resolve issues, provide support, and ensure positive customer experiences.
With many call center software available, choosing one that meets your specific business needs can be overwhelming. To make this process easier, here are the top four features to look for in call center software.
1. Interactive Voice Response
Interactive voice response, commonly abbreviated as IVR, uses pre-recorded messages or text-to-speech to engage callers, allowing them to provide and retrieve information without needing agent intervention.
When a caller reaches an IVR system, they are greeted with pre-recorded scenarios and redirections (e.g., “To speak to a customer care representative, press 1”), and they can respond to these scenarios and redirections by using the keypad on their telephones or by speaking their choice. The interactive voice response system uses touch-tone recognition or speech recognition to understand a caller’s input and provide the most appropriate succession of steps. It allows callers to access self-service functionalities such as:
Navigate Menu Options
An interactive voice response system allows callers to navigate through a range of menu options and select the service, department, or information they want without live agent intervention.
Payment And Billing Options
An IVR system enables callers to access a series of payment and billing options, such as making payments via debit or credit cards, checking payment status, or setting up recurring payments.
FAQs And Information Retrieval
IVR systems allow callers to access FAQs (Frequently Asked Questions) about a specific product or service, request information about a product or service, or receive general information about a process.
2. Automatic Call Distribution
Call center software needs an automatic call distribution (ACD) system that routes incoming calls to the right agent or connects callers to the most appropriate department. This feature works as follows:
Automatic Call Routing
When a call reaches a call center, the ACD system carries out automatic call routing based on specific routing rules configured to consider factors such as the caller’s ID, IVR selections, and available agent.
Manage Queued Callers
When a call arrives at a call center, but all the agents are busy or unavailable, the automatic call distribution system places the call in a queue. While in a queue, callers may hear recorded messages informing them about estimated wait times or their position in the queue.
Select The Most Suitable Agent
As soon as an agent is available to take a call, the ACD system selects the most suited agent to handle that call. The agent selection process is based on factors such as the agent’s skills, customer priority, or past interactions.
Connect Callers to Selected Agents
The automatic call distribution system connects callers to selected agents, ensuring seamless transitions and reducing callers’ frustrations when they cannot speak to a representative that can help them solve their issues.
3. Call Monitoring and Analytics
Call center software, such as Balto, has a call monitoring and analytics feature that allows managers to listen in on conversations between agents and customers as a method to audit the performance of agents. This feature entails the following:
Real-Time Call Monitoring
The call monitoring and analytics feature allows managers to listen in on calls in real time. This way, they can audit agent performance, provide guidance or assistance when necessary, and ensure that callers are receiving excellent service.
Training And Coaching
When managers listen in on incoming calls, they can identify areas where agents need training and provide targeted coaching to these agents, helping them up their skills. With access to recorded calls, managers can use these calls as training material to highlight areas that need improvement, demonstrate best practices, and offer constructive feedback to help agents deliver high-quality service.
Analytics And Reporting
Call center software provides detailed analytics and reports on call center performance. This feature offers insights into customer satisfaction, agent performance, call duration, and wait times, helping managers improve processes and implement strategies.
4. Live Call Transfer
Call center software should have the live call transfer feature, which allows an agent to transfer an ongoing call to another agent without dropping the call. This feature allows an agent to complete important actions, such as:
Initiate The Transfer Process
While on a call with a customer, the agent initiates a transfer by accessing the transfer feature. The agent initiates this process by pressing specific transfer buttons on their headset or phone or through the software interface.
Select Transfer Destination
After initiating the transfer, the agent selects the most appropriate recipient for the call transfer. This can be another agent, the manager, or subject matter experts, who they select from a contact list or directory.
Consult With The Receiving Agent
Before completing the transfer, the transferring agent must consult with the receiving agent. The consultation allows the transferring agent to fill the receiving agent in on customer grievances through a separate voice channel within the call center software.
Transfer The Call
After consulting with the receiving agent, the transferring agent completes the transfer by introducing the caller to the receiving agent and disconnecting from the call. The receiving agent takes over, continues the conversation, and resolves the customer’s issue.
Enjoy The Secrets Of Top-Notch Customer Service With Call Center Software
Investing in the right call center software can do wonders for your business. Not only can the right call center software help you optimize customer interactions, but it can also increase productivity by allowing you to focus on business operations instead of handling incessant calls and provide remarkable customer experiences by having customer line support ready to address customer complaints.
To ensure that you select the right call center software for your business, look for these four features: interactive voice response, automatic call distribution, call monitoring, and live call transfer. With these features, you can take your call center operations to new heights and provide top-notch customer service, setting yourself apart from competitors.
